Job description

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FACILITIES MANAGEMENT-PROJECT MANAGEMENT

CONSTRUCTION ADMINISTRATIVE ASSISTANT (P5826)

Posted on:
February 8, 2018
Deadline:
February 21, 2018
Grade:
8

Scope

Reporting to the Senior Director, Project Management, the incumbent provides administrative, logistical, and organizational support to the Project Management group in the successful realization of current and upcoming projects, and serves as the principal point of contact for the preparation of construction contract documents, construction tendering procedures and document conformity reviews.

Primary responsibilities

Assist the Project Management group with the preparation of construction contracts and ensure quality of contractual documentation.

Assist with the review of construction tender documents to ensure they are complete, accurate, and in conformity with University and government regulations.

Track, file and log all project administrative and contract documents requiring multiple levels of approval and enter into the Financial System. Troubleshoot issues proactively as they arise.

Assist in the preparation of tender documents for posting on public tendering sites including addenda and report contract status to ensure compliance with all governmental procedures for contract disclosures.

Act as a liaison between contractors and project managers and other internal units.

Extract information from tracking to compile reports on document circulation and process effectiveness.

Maintain and develop guides and tools to ensure Project Managers learn and follow established Departmental and University controls, policies and guidelines.

Assist the Project Management Team with the project closeout by distributing final documents (Operation manuals, as built drawings, warranties, etc.).

Contribute to the elaboration and updates of documented procedures that improve the administrative aspect of project management.

Requirements

Diploma of Collegial Studies (2 year pre-university DEC) in a field related to the primary responsibilities and 2 to 4 years experience working in the project/construction management field.

Experience in construction administrative support with knowledge of legal contracts, tendering processes and basic project procedures.

Strong knowledge of University procurement policies.

Knowledge of public tender policies and processes and/or the construction industry, an asset.

Ease with construction procedures and ability to work well with contractors and suppliers.

Very good knowledge (Level 5) of spoken and written English, good knowledge (Level 4) of spoken French and basic knowledge (Level 3) of written French in order to review contracts and communicate with service providers and internal clients.

Basic knowledge Word and Excel in order to prepare documents and spreadsheets, and experience with the Windows platform.